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NYC Administrative and Executive Assistants (85-120K)

Administrative Assistant/ Executive Assistant

 

We currently have multiple positions within a range of industries for Administrative and Executive Assistant roles. Please apply on this page to be considered for these positions. Below will include a general job description. Once your application is submitted we will be able to go into more depth regarding the specs of each of the roles.

 

Job Description:

 

Locations:

New York, NY

Newport Beach, CA

Austin, TX

 

Responsibilities:

Calendar Management

  • Heavy calendar management for senior individuals according to their preferences.
  • Proactively identifies and resolves calendar conflicts
  • Communicates effectively, keeps managers’ calendars well organized, and properly screens meetings

 

Meeting Coordination

  • Schedules external and internal meetings, calls and video conferencing.
  • Checks and confirms availability for participants
  • Coordinates meeting materials, printing and distribution.
  • Handles all aspects of meeting logistics (ie. VC details, conference Rooms, A/V assistance, catering)

 

Travel Coordination and Preparation

  • Coordinates international and domestic travel arrangements through company’s online booking tools and travel agenceies according to each firm’s Travel and Entertainment Policy.
  • Arranges cost effective ground transportation, books hotels and manages all logistics
  • Creates final travel itinerary

 

Expense Reports: Travel, Gifts and Entertainment

  • Gathers business documentation and approvals to prepare monthly expense reports
  • Prompts managers after travel, meetings and events for proper documentation
  • Prior to travel or events, obtain policy exception approvals and compliance pre-approvals
  • Processes monthly detailed expense reports through the Concur system
  • Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and follows up with managers for personal payments when needed
  • Monitors and tracks all expense reports submitted until final payment

 

Internal and External Client Servicing and Phone Coverage

  • Communicate clear and accurate details along with timely follow-up to emails and ad hoc requests
  • Creates follow up correspondence according to the requirement of each individual
  • Provides excellent client service and phone skills both internally and externally
  • Manages telephone calls and escalates matters appropriately

 

Project and Department Responsibilities

  • Completes assigned projects on time and with accuracy.
  • Liaises with assistants from other departments to support all business needs as a team
  • Supports individuals with any projects or events, using Excel, PowerPoint and firm applications